Skip to content Skip to site navigation Skip to service navigation

Accessible Meetings Preparations

Take these steps to make your future meeting inclusive to all

Meeting Type

There are different types of meetings with different accessibility challenges. Before you default to having a video conference, consider the following:

“This meeting could have been an email”

Sending an email instead of having a meeting is the most accessible option and best when: 

  • You need specific answers
  • You only want feedback
  • You are just disseminating information
  • You are having a meeting for the sake of having a meeting

Phone call instead of meeting

Using a phone bridge (many listeners, few speakers) can work for a quick meeting, but consider that you will need to provide the following:

Accommodations for the Deaf

Accommodations for the hard of hearing

  • Accommodations for the hard of hearing are lacking
  • Make sure everyone speaking on the call is clear and concise
  • Use live interpreters​​

Video meeting

Video meetings are the de facto standard for the world we live in today.

These are best for:

  • Remote attendance
  • Different modalities
  • Non-verbal communication

Hybrid meeting

Having some people in person and some online is the most difficult to achieve inclusion for all attendees.

Points to consider: 

  • Don't ignore your virtual audience
  • Consider virtual first and in-person second
    • Especially true for audio quality. A laptop microphone might not be enough. 
  • Repeat/Rephrase any questions asked in the room
  • Use online polling for in-person AND online
  • Keep chat available
  • Have a facilitator ​

Meeting materials

Most meetings have some sort of presentation. Presentation materials need to be made accessible and inclusive.

PowerPoint and other materials

Make the text presented on the screen easy to read.

  • Use easy-to-read fonts
  • Use readable font sizes: 
    • Minimum 18pt for virtual meetings
    • Minimum 24pt for in-person/hybrid
  • DO NOT USE ALL CAPS.
  • Do not use justified margins.
  • Keep line length short.
  • Do not have too many words on a slide.
  • Have empty space

Learn more

Charts and Graphs

Charts, graphs, and any other visual representation of data need to be made in a way that is accessible for all.

Learn more

Other Issues

  • Animations and Transitions - Keep to a minimum
  • Consistent layout and design
  • Color contrast
    • 4.5:1 for regular text
    • 3:1 for large text and visual elements
  • Check videos for flashing or flickering content: content that flashes may cause seizures.
    • If unavoidable, warn users in advance of any flashing content so they may stop watching.

Imagery

  • Describe when appropriate
  • Ignore when decorative
  • Consider all the visuals of your presentation

Learn more

Meeting invitation

Invitation Content

Your invitation should include all pertinent information about the meeting, including:

  • Meeting agenda
  • Meeting tools
  • Accessibility accommodations
  • Accommodation statement or questionnaire materials in advance if possible
    • You can provide materials during the meeting as a last resort

Quick Tip

Avoid using ‘ableist’ language when referring to your meeting whenever possible. For example:

  • Stand-up (or standing) meeting: Instead, use "weekly meeting"
  • All-hands meeting: Instead, use "company-wide" or "all-inclusive"
  • Walkthrough: Instead use "demonstration" or "tour"
Back to Accessible Virtual Meetings Overview